The Bay Area is fortunate to have several Marriott locations – in the East Bay, South Bay, along the Peninsula and in San Francisco. Each location has unique and large event space, providing Bay Area clients a plethora of strong options.
The Marriotts that we have highlighted in this analysis all have the capacity for at least 300 guests and can go as high as 800 to 1,000 guests. Each of these properties has experience with the intricacies involved with South Asian weddings and will support clients in creating an authentic experience. For example, these venues will allow ethnic food to be provided by an outside caterer. They understand that South Asian weddings start with a Baraat and that they should expect a dance party in their parking lot, potentially featuring a horse! Ceremonies with small, contained fires are allowed, and the venue coordinators will guide clients in arranging for fire permits. Clients are able to host multiple days of events at these locations, with the ballrooms being able to be manipulated to provide a completely different “look and feel” per event.
The Behl Events team has hosted events at Marriotts all around the Bay Area and can confidently say that this hotel chain provides reliable service at an affordable price, making them a trusted venue partner.
The following analysis diagrams the (4) primary cost categories that clients will see on hotel proposals: Venue Rental Fees, Outside Catering Fees, Hourly Open Bar, and Room Rates. IMPORTANT: Prices noted are ESTIMATES and are subject to change based off the year and month of the event, the specific day of the week, and the demand for the hotel’s event space. This analysis was done for the purpose of general price comparison, and to understand which hotels are more or less expensive than others.
| Location | Venue Rental Fees | Outside Catering Fee ($/pp) | 4 Hour Open Bar ($/pp) | Room Rates ($/room/night) |
|---|---|---|---|---|
| Fremont | $0 | $40 | $50 | $129 |
| San Ramon | $3,000 | $40 | $60 | $129 |
| San Mateo | $4,000 | $45 | $65 | $129 |
| San Jose | $5,000 | $60 | $70 | $159 |
| SFO Waterfront | $10,000 | $70 | $80 | $159 |
| San Francisco | $10,000 | $80 | $90 | $159 |
Are there any other taxes or fees not included?
Yes, the prices are subject to the current service charge (~25%) and applicable sales tax (~9%). Guest room rates are subject to occupancy taxes and tourism fees. There can be additional fees for: parking, fire permits, welcome bags, bartenders, coat check attendants, butlers, hospitality suites, and more.
What is included in an Outside Catering Fee?
Venues will charge a per person Outside Catering Fee when the client prefers to have ethnic food sourced from a caterer or restaurant outside the hotel. The hotel will provide the following services in lieu of this fee:
- Complete setup and teardown of the event space and buffet area
- Professional Banquet Captain and Wait Staff to serve guests
- Tables, chairs, and white floor length linens
- House china, flatware, glassware, chafing dishes, servingware
- Head table, cake table, gift table, guest book table
- Staging for the sweetheart table
- Staging for the band or DJ
- Small votive candles for each table
- Standard wooden dance floor
What is a Food and Beverage Minimum?
The Food and Beverage (F&B) Minimum is the minimum amount of money that you are required to spend on food and beverage with the hotel. It’s important to calculate a realistic F&B Minimum prior to signing the contract with the hotel. The F&B Minimum should be calculated as the sum of the total Outside Catering Fees and the total Open Bar cost.
For example, for a Reception with 300 guests, an Outside Catering Fee of $45/pp and an Open Bar at $65/pp, the Food and Beverage Minimum contracted for the event should be very close to $33,000 and ideally slightly lower.
How do we negotiate with venues?
The client’s negotiating power is dependent on how much revenue is being committed to the venue. The client has limited negotiating power if only one event is being hosted, or if the event has low guest counts, or if only a few guest rooms are blocked. The client has high negotiating power if several events and meals are being hosted, if there is a large guest count, and if the group has contracted a large room block. Clients can ask for the following concessions:
- Complimentary suite for the client on the night of the event
- Complimentary upgrades for parents and siblings of the client
- Discounted hotel room rates for guests
- Discounted per person Outside Catering Fees
- Complimentary distribution of Welcome Bags
- Complimentary access to a Hospitality Suite
- One round of champagne or sparkling cider for toasting
- Waived bartender, butler, or coat attendant fees
- Waived Venue Rental Fees in lieu of a Food and Beverage Minimum
- Reduced Food and Beverage Minimum
- Complimentary valet for the client and main family
- Complimentary or discounted parking for guests
- Complimentary coffee and tea stations at each event
